Which Automations Trigger do I Need?

One of the trickiest parts of setting up an automation is choosing which trigger to use. Start by thinking about what has happened that should make the automation run.

For example, when someone books an event, you want to send the customer a confirmation email. That needs the A booking is created trigger, with a schedule of 10 minutes after, and an Email action.

When a customer accepts a proposal

Use A proposal is accepted. It fires the moment the customer clicks the accept button on their proposal.

A lead converts to booking won't fire in this case. It only fires when someone on your team converts a lead into a booking by hand.

When an event date changes

You don't need to rebuild anything. Scheduled automations are tied to the job, so if the event date changes, anything scheduled against it moves with it. Tasks and availability move too.

Trigger glossary

If you're unsure which trigger is right, here's what each one does.

Leads

• A lead is created: when a lead form is submitted or a lead is added manually by staff.

• A lead is amended: when a lead is edited and saved, even if nothing has changed.

• A lead is deleted: when a lead is deleted. Deleting leads isn't recommended.

• A lead status is changed: when a lead is moved to a different status in the pipeline.

• A lead converts to booking: when a lead is converted to a booking by an admin.

Bookings

• A booking is created: when a booking form is submitted or a booking is added manually by staff.

• A booking is amended: whenever a booking is edited and saved, even if nothing has changed.

• A booking is deleted: when a booking is deleted. Deleting bookings isn't recommended.

• A booking status is changed: when the status of a booking is changed.

• A booking is started: the moment the booking starts, using the start time on the booking.

• A booking is ended: the moment the booking ends, using the end time on the booking.

Forms

• A form is submitted: when a lead form is submitted.

• A form is abandoned: when someone starts one of your forms but leaves without submitting it.

• A form submission is updated: when a customer or staff member edits a form submission and submits it again, even if nothing has changed.

• A form widget is submitted: when a form widget embedded on an external website is completed and submitted.

Artwork

• Artwork Added: when a new artwork file is uploaded to a booking or lead.

• Artwork Updated: when an existing artwork file is replaced or edited.

• Artwork Add Comment: when a comment is added to an artwork item.

• Artwork Accepted: when the client approves an artwork submission.

Templates, backdrops and start screens

• A template is chosen: when the customer chooses their template through the client portal template chooser.

• A template choice is deleted: when an admin deletes a template the customer chose, so they can choose again.

• A backdrop is chosen: when the customer chooses their backdrop through the client portal backdrop chooser.

• A backdrop choice is deleted: when an admin deletes a backdrop the customer chose, so they can choose again.

• A startscreen is chosen: when the customer chooses their start screen through the client portal start screen chooser.

• A startscreen choice is deleted: when an admin deletes a start screen the customer chose, so they can choose again.

Messages

• A message is received: when an inbound message arrives in the conversations inbox.

Repeating

• Every day, Every week, Every month and Every year: run on a schedule rather than when something happens.

Venues

• A venue is created: when a new venue is added.

• A venue is amended: when a venue is edited and saved, even if nothing has changed.

• A venue is deleted: when a venue is deleted. Deleting venues isn't recommended.

Users and shifts

• A user is created: when a new staff user account is created.

• A user is amended: when a staff user's details are edited and saved, even if nothing has changed.

• A user is deleted: when a staff user account is deleted. Deleting users isn't recommended.

• A user requests a shift: when a staff member uses the request to work feature to say they're available.

• A user declines a shift: when a staff member declines a job assignment.

• A user accepts a shift: when a staff member accepts a job assignment.

• A user is assigned to a shift: when an admin assigns a staff member to an event and saves.

• A user is removed from a shift: when an admin removes an assigned staff member from an event and saves.

• A user changes a shift: when a staff member's shift is changed.

• A user starts a shift: when a staff member clocks in or marks their shift as started.

• A user ends a shift: when a staff member clocks out or marks their shift as ended.

• A user clocks in: when a staff member clocks in.

• A user clocks out: when a staff member clocks out.

Contacts

• A contact is created: when a new contact is added.

• A contact is amended: when a contact's details are edited and saved, even if nothing has changed.

• A contact is deleted: when a contact is deleted. Deleting contacts isn't recommended.

• A contact logs in to the portal: when a customer logs into their client portal.

Invoices

• Invoice is due: when an invoice reaches its due date.

• An invoice is created: when a new invoice is created.

• An invoice is paid in full: when the balance on an invoice has been paid.

• An invoice is overdue: when an invoice passes its due date without being paid in full.

Payments

• A payment is created: when a payment is recorded.

• A payment succeeds: when a customer pays through a connected payment gateway and the payment goes through.

• A payment fails: when a customer tries to pay through a connected payment gateway but the payment is declined or fails.

• A payment is refunded: when a payment is refunded to the customer.

• A payment is deleted: when a payment record is deleted.

Proposals

• A proposal is created: when a new proposal is created for a lead or booking.

• A proposal is sent: when a proposal is sent using the proposal send function.

• A proposal is viewed: when someone opens the proposal link without being logged in to the system on that device, so the customer rather than your team.

• A proposal is accepted: when the customer clicks the accept button on their proposal.

• A proposal acceptance fails: when the customer clicks accept but there's an error, for example the event is too close or a unit is no longer available.

• A proposal expires: when a proposal passes its expiry date without being accepted.

Contracts

• A contract is created: when a new contract is generated for a lead or booking.

• A contract is updated: when an existing contract is edited and saved.

• A contract is viewed: when someone opens the contract link without being logged in to the system on that device, so the customer rather than your team.

• A contract is signed: when the customer signs and submits their contract.

• A contract is deleted: when an admin deletes a contract.

Tasks

• A task is created: when a task is created, either manually or by an automation.

• A task is updated: when any change is made to an existing task.

• A task is deleted: when a task is deleted.

• A task deadline is due: when a task reaches its due date.

• A task is completed: when a task is set to its completed status, for example Done or Completed.

Reps

• A rep requests a withdrawal: when a rep requests a payment and provides their payment details through the reps dashboard.

• A rep withdrawal request is paid: when an admin marks a rep withdrawal request as paid.

• A rep receives a commission: when a commission is credited to a rep.

Advanced

• Catch a Webhook: when an incoming webhook is received from an external system.

• An upsell is claimed: when a customer claims an upsell.

• A gratuity is added: when a tip or gratuity is added to a booking.

For every action you can add after a trigger, see Automation triggers and actions reference.